Human Resources departments have an increasing amount of work everyday, therefore, having a human resources software that helps digitise and streamline these processes is fundamental. This is exactly the reason why OrgOS was created, one of the most complete end-to-end HR tools in the market currently.
OrgOS allows you, besides enabling you to manage all the HR management tasks, to organise all the processes that have to do with the recruitment, from the creation of the job offer to the final contracting.
In this post we will explain how to configure the different phases of a hiring process, as well as labelling and managing your candidate pipelines with OrgOS.
Hiring Stages and Scorecards
Hiring stages are used to define your unique recruiting phases for each job opening.
So ask yourself: What stages does a candidate need to pass until they become our new employee? Customize by adding the phases under Settings > Recruiting > Hiring stages. Each job opening can have its own hiring stages, if the process is individual for each job opening.
Use scorecards to prevent subjective decisions just based on a personal impression.
You can add one scorecard to each job opening. To configure a new scorecard go to Settings > Recruiting > Scorecards > Add scorecard. Here you can add as many sections and skills as you want to rate.
Tags + Candidate Fields
To customise your candidate profiles and the application form for your job openings, you will need candidate fields and attachment tags.
All the information about a candidate you want to collect, can be stored in candidate fields. These fields can be also used for the application form on your career site. Depending on the use case, you can select between two different kinds of custom fields:
Candidate fields vs. candidate in specific job opening fields
A custom candidate field simply stores the information you enter. If you have a candidate, who applies to two or more of your job openings, you might want to store different information based on the job opening. In this case candidate in specific job opening fields are your friends. They allow you to enter different information into a field for the same candidate. If you switch the job opening you will see other informations than before in the candidate profile.
Both you can add with a click on Settings > Recruiting > Candidate fields > Add custom fields for candidate (in specific job opening).
We offer the following types of fields:
|Boolean||Use the type boolean for fields, where you only expect the answer to be yes or no. You will get a checkbox in the candidate profile or application form, which you can click.|
|Date||To ensure, that your dates are displayed correctly for different location preferences (e.g. american vs. german), you can use the type date.|
|If you want to enter email-addresses, select the type Email.|
|List||If you want to make sure, that only certain values can be entered to a field, go for a list. Here you can enter all allowed list items, which you can choose one from later.|
|Number||The type number only accepts whole numbers (no decimals like 1,5). You can use them for anything, that you want to count.|
|Text||In a field of the type text you can enter any kind of text. This can be letters, numbers or special characters. So this type will fit to most of your needs.|
|TextArea||If you want to have the space to enter a very long text, textareas are your friends. Here you can enter up to 1000 characters.|
There are several kind of tags you can add to simplify your daily work.
Job opening tags
Add a new job opening tag by clicking on Settings > Recruiting > Job opening tags > Add tag. Enter a name and select a color and it is ready to use. Custom tags can help you organise your job openings.
Use candidate tags to highlight a specific skillset or information of a candidate. Add them via Settings > Recruiting > Candidate tags.
Most important are attachment tags, as they can also be used for the application form on your career site. There are two different types of attachment tags: For candidates or for candidates in specific job openings. Same as for candidate fields, you can save different attachments per job opening for the same candidates, if you use the attachment tag for candidate in specific job opening.
Add Job Openings + Candidates
Add job openings
Start by adding your open positions by accessing Recruiting and clicking on add new job opening (+ button).
Here you can enter all the details. The fields Job title, Department, Office and Job opening type will be shown on your career site, if you activate this job opening:
Depending on the Hiring stages template you select, you will get activate your candidate pipeline, where you can drag and drop your applicants from one stage to another. The applied scorecard can be used for all candidates in this job opening.
Afterwards you select all necessary fields for the application form, meaning the data you want to your applicants to provide upon submission of their application. Set the fields as required, optional or disabled. This can be done individually per job opening.
In order to involve your colleagues into the recruiting process, you can add them to the hiring team. Therefore you can choose between two roles:
Hiring managers get full control on the job opening and the containing candidates. This is mostly the appropriate role for the Recruiter or HR Manager.
Hiring team members have a more passive role and are only allowed to see and score the candidate.
The created job opening will be set to the status draft per default. As soon as you are ready, you can change the status to active. Only job openings which are set to active will appear on your career site. If you want to change any details, you need to set the job opening back to draft, edit and then re-activate.
You can add your existing candidates to OrgOS via Recruiting > Candidates > Add new candidate (+ Button) and enter all the data.
If you receive applications via email, you can simply forward them to OrgOS. At Settings > Recruiting > General you can find the Email to candidate. Emails sent to this address will create a new candidate automatically in the app including the attachments.